Academic Approval Council (AAC) Terms of Reference

I. MANDATE

The members of the Academic Approval Council have the mandate to supportthe Education Strategy and its Strategic Intent.

II. PURPOSE

The purpose of the Academic Approval Council (AAC) is to review, monitor, and advance the intent of the Board of Governors and contribute to the rigor, feasibility and viability of Academic programming and related policies. Reporting to the Executive Vice President, Education, the Academic Approval Council’s mandate is to review and to recommend the approval of:

curriculum quality assurance reports

model routes

program admission requirements

program initiation, closure or suspension

policies supporting the academic area

The procedures and processes for curriculum quality assurance reports, model routes, program initiation, suspension or closure, and academic policies (Appendix II) describe the rationale and criteria for approval.

UHN’s Purpose Transforming lives and communities through excellence in care, discovery and learning

Our Primary Value above all else, the needs of patients come first

Values: Safety, Compassion, Teamwork, Integrity, Stewardship

Safety Safest healthcare for patients and staff

Compassion Kindness and respect in every interaction

Teamwork Collaboration, Cooperation, and Diversity

Integrity Ethics, Respect, and Responsibility

Stewardship Optimize our resources for the greater common good

III. MEMBERSHIP

Voting members:

Senior Director, Academic Operations & Quality – voting member, only in the event of a tie

Four (4) Faculty – cross program representation with curriculum development experience at the professor level

Non-voting members:

Curriculum/Faculty Development Specialist (CLIS)

Student Success Network representative (SSN)

Administrative Assistant (CAQ/Academic Programs) ex-officio

Term of Members:

Faculty shall serve for two two-year terms. A call for vacant faculty positions on the committee shall be placed in December by the AAC Chair, with final membership confirmed in June. Voting responsibilities shall begin in September. All remaining members are permanently appointed through their job responsibilities.

Permanent members:

Senior Director, Academic Operations & Quality

Administrative Assistant (CAQ/Academic Programs)

Curriculum/Faculty Development Specialist

Student Success Network representative (SSN)

IV. ROLES & RESPONSIBILITIES

Members bring time, talent, special skills and perspectives to AAC. In agreeing to assume this important role, a member is expected to:

Prepare in advance for meetings by pre-reading material to be discussed.

Actively participate, advise, make and vote on decisions or recommendations concerning academic curriculum, policies, model routes, and admission requirements (Exceptions to this agreement are covered in the member responsibilities section) )

Review annually the AAC Terms of Reference

Be oriented to the AAC review and approval processes

Member responsibilities:

AAC Chair (Senior Director, Academic Operations & Quality)

Calls scheduled and special meetings, and

Sets the meeting agenda

Chairs all AAC meetings

Mentors the Vice Chair

Signs off on all recommendations of AAC committee

Works closely with Administrative Assistant to ensure closure of all recommendations

Votes only in the event of a tie

AAC Vice-Chair (faculty member)

Performs function of acting Chair in the AAC Chair’s absence

Participates in mentorship with Chair

Voting member

Secretary (Administrative Assistant)

Administrative Assistant (CAQ/Academic Programs)

Sets meeting schedule with the AAC Chair and distributes bi-annually

Sets and posts presentation submission deadlines in consultation with the AAC Chair

Books the room location and time for the AAC meetings

Confirms – in consultation with the AAC Chair – that all required steps, consultations and documentation are properly submitted by the presenter, or requests further steps be taken to meet the presentation criteria

Records meeting minutes, circulates minutes to the members and posts approved minutes on the internal shared drive (Y:\AAC\Minutes)

Ensures that the recommendations moving forward are captured within the meeting minutes and proper parties are invited to present actions on those recommendations at subsequent AAC meetings if necessary

Coordinates the flow of material for review through the various stages leading up to and following the AAC meetings

Works closely with the Senior Director, Academic Operations & Quality and Executive Assistant to the Executive Vice President, Education to ensure that all official records are current in the office of the Executive Vice President, Education

Tracks membership terms and puts out call for membership renewal or replacement

Non-voting ex-officio member

V. DECISION MAKING PROCESS/VOTING

Quorum/voting

50% of voting membership

Please note that to ensure a rich review and consideration by all critical perspectives in this process, it is essential to have a broad range of members participate in each meeting. Members who cannot attend a scheduled meeting shall submit their feedback on the meeting documents electronically to the AAC Secretary prior to the scheduled meeting. No proxy votes shall be accepted. The AAC Chair will vote in the event of a tie.

VI. MEETING FREQUENCY

Other, please describe:

Meetings will be scheduled, at a minimum, four times per calendar year. The dates for the meetings will be posted by the end of August of each year. Additional meetings may be called by the AAC Chair – if necessary –and will be held electronically. Meetings will be limited to two hours in length.

VII. ACCESS TO MEETINGS

Partially open, e.g. dependent upon topic

Meetings are open to the Michener Community except where program initiation, suspension, and closure are items on the agenda. Minutes of the open meetings are available on the internal shared directory (Y:\AAC\Minutes)

VIII. AGENDAS, MINUTES AND RECORDS

Agendas are set by the AAC Chair. The agendas are based on items submitted for approval/ recommendation by the deadline posted by the AAC secretary. Submission deadlines are generally posted in conjunction with the meeting schedule. The agendas shall include a Centre for Learning Innovation and Simulation “Curriculum Quality Assurance Report”* on newly developed courses or those having completed major and minor changes. The agendas shall also include, when submitted, presentations or proposals for model routes, admissions requirements, program initiation, closure or suspension, and policies impacting the academic area.

Meetings may be held electronically or in person. An appropriate time will be set by the Secretary to discuss and provide comments and recommendations on each item submitted for review. The Secretary shall document all proceedings and submit them to the AAC Chair for review, before circulating to the rest of the members and posting on the intranet. Official decisions and/or recommendations shall be kept in the office of the Executive Vice President, Education.

*Please refer to Appendix II for more details on the Curriculum Quality Assurance Report

IX. DESIRED OUTCOMES

The major desired outcome is to ensure a broad and informed consultative process to validate the quality and integrity of academic curriculum, programs, and policies and processes. Following each meeting, the presenter shall either revise the presented materials by incorporating AAC recommendations and/or share the approved materials with the Michener community (via posting on Y:/ and/or intranet) or via Communications weekly news or via Communication Plan on Program Closures/ Suspensions as is appropriately determined.

X. PROCESS

By the end August each year, the AAC Secretary will post the AAC meeting and submission deadline dates on Y:\AAC

The AAC Secretary will book the meetings for AAC members, organize presentation times (using historical data to determine each presentation’s time allotment). The schedule, presentations for discussion, and AAC terms of reference will be shared with AAC members at minimum one week in advance of the meeting date

Each AAC member is responsible for reviewing these documents prior to the scheduled AAC meetings

At the start of the AAC meeting, the AAC Chair will introduce AAC members, all presenters, and guests. The process for approval and/or recommendation and assigned presentation timelines will be reviewed with everyone present.

Provide an overview of the standing report, proposed new course, program, policy, model route, or admission requirements using the “AAC Request for Approval/Recommendation Form”. (Appendix I)

Keep the presentation to a maximum of 10 minutes

Allow for a 10 minute discussion and question period arising from the presentation to be fielded

AAC decisions – with or without recommendations – are determined by the voting members of the AAC based on the presentation, supporting documents and discussion. Proceedings, discussion, decisions and/or recommendations shall be documented by the Secretary during the meeting. Decisions – with or without recommendations – include approval, conditional approval, or need to resubmit for approval at a later date (Appendix I) and shall be documented on the “AAC Request for Approval/Recommendation Form” and signed by the AAC Chair.

Once final approval is provided the signed “AAC Request for Approval/Recommendation Form” is forwarded to the office of the Executive Vice President, Education and copied to the appropriate areas as indicated on the Form.

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